An Account Payable and Invoice Approval package delivering efficiencies and greater financial control for processing invoices, whether requiring approval retrospectively or matching to a purchase order. It combines industry-leading workflow, accommodating complex invoice processing rules, with Amazon-like user experiences for approvers. The solution extends to basic Procurement and Expense management.
- Invoice approval to accommodate any invoice approval process
- Simple to use invoice approval on mobile devices
- Collaboration feature between AP/finance and invoice approvers
- Full reporting suite to give complete visibility
- Delegation of authorities followed on approval process
- Integration with ERP system for suppliers and business data
- Pass invoices to ERP as ready to pay through integration
- Connect to Basware eInvoice to process any invoice digitally
- Match to PO's from Basware P2P or other systems
- Comprehensive audit capture and reporting
- Dramatic efficiency improvements in AP/Finance
- Easy adoption of invoice approval through high ease of use
- Financial control through applying delegation of authorities
- Financial control through budget visibility at invoice approval
- Flexibility to handle complex invoice approval processes
- Digitise any invoice format when used with Basware eInvoice
- Full visibility of all invoices in progress
- Seamless integration into ERP/finance system
- Improved efficiency through collaboration funcitonality
£2.02 per unit
Basware Holdings Limited
0845 603 2885
|Software add-on or extension||Yes, but can also be used as a standalone service|
|What software services is the service an extension to||
|Cloud deployment model||Private cloud|
|Service constraints||We operate a rolling maintenance programme, scheduled specifically agreed with the customer upon commencement of the service to deliver system maintenance that meets their requirements. It is designed to protect the live computing environment through the use of formal processes and procedures and to facilitate software and possibly hardware releases into the managed IT environment. The release programme is currently based upon a monthly timescales, but is moving to quarterly releases. The timing and activities of the planned maintenance will be in accordance with the schedule unless otherwise specifically agreed and will be carried out during non-core hours.|
|Email or online ticketing support||Email or online ticketing|
|Support response times||Response time within 1 hour Mon-Fri Excluding Bank Holidays|
|User can manage status and priority of support tickets||No|
|Phone support availability||9 to 5 (UK time), Monday to Friday|
|Web chat support||No|
Basware Global Support model is aligned with ITIL (IT Infrastructure Library). Support is available during local business hours.24/7 support can be provided as an option.
The Service Desk provides advice and assistance about:
• Operational use and service requests related to the software or service
• Suspected incidents and problems This is underpinned by Service Level agreements.There are 3 levels of support designed for different types of organisation, with SaaS 2 offered as the service level for G-Cloud customers. Key elements of the service such as service updates, data security, Single Sign On, Maintenance, Business Continuity and Disater Recovery are commonly covered.
|Support available to third parties||Yes|
Onboarding and offboarding
|Getting started||Rapid delivery of value for our customers is a key element of the Basware offering and the on-baording of both users and suppliers will be key. The implementation of the Basware solution will identify what are the key deliverables for the organisation and then focus the implementation on achieving these aims. Rapid design and build of the solution will then lead on to ensuring users both finance/AP and operational can be onboarded as effortlessly and quickly as possible. Training approaches will be dependent on the needs of each customer, but train the trainer and training doucmentaton are always utilised during the implementation. Supplier on-boarding should not be ignored and the Basware invoice processing solution, when used with Basware einvoice will allow suppliers many options for submitting invoices to our customers, thus ensuring that suppliers are onboarded quickly and with minimal resources.|
|End-of-contract data extraction||As it is an entirely managed service it is simply a matter of ceasing access to the service and ensuring that all client owned information is returned to them. This is part of the service provided. If the service is terminated then all business documents and associated metadata held within the Customer's systems can be exported using the application's export functionality by the Customer. Metadata will be in human readable format.|
|End-of-contract process||On completion of the call off, we can simply cease the services and the processes for doing so are clearly articulated within the arrangement. As it is an entirely managed service it is simply a matter of ceasing access to the service and ensuring that all client owned information is returned to them. All confidentialities relating to the services are maintained indefinitely as part of the arrangement|
Using the service
|Web browser interface||Yes|
|Application to install||No|
|Designed for use on mobile devices||Yes|
|Differences between the mobile and desktop service||Users require to log on separately when using a mobile device. Otherwise services are optimised for use on mobile devices.|
|Accessibility standards||WCAG 2.0 A|
|Accessibility testing||Basware has carried out testing with external users of assistive technology.|
|Independence of resources||
The hosted service works in such a way that it has no capacity issues in respect of the content and transactions managed within the service. The hosted network is running at approximately 20% capacity at peak times, accommodating even the largest spikes in traffic. As network utilisation reaches 30% more network capacity will be added to ensure that customers never experience network degradation, even if one of the providers has an outage. Current bandwidth capacity is 6.3 Gbps.
The environment is proactively supported by a 24/7/365 dedicated support team ensuring it is not affected by the demands of other customers.
|Service usage metrics||Yes|
Operational Metrics - AP KPI – Overview dashboard provides information on 4 strategic key performance indicators (KPI):
E-invoice Rate – indicates the % of all invoices which are electronic
Spend under control – invoices based on PO or payment plan (Contract)
Paid on time – % of invoices which are paid on or before the designated due date.
Performance trend - The dashboard also has the trend of each specific strategic KPI as well as the breakdown of each strategic KPI in bar charts
|Reporting types||Real-time dashboards|
|Supplier type||Not a reseller|
|Staff security clearance||Conforms to BS7858:2012|
|Government security clearance||Up to Security Clearance (SC)|
|Knowledge of data storage and processing locations||Yes|
|Data storage and processing locations||European Economic Area (EEA)|
|User control over data storage and processing locations||Yes|
|Datacentre security standards||Complies with a recognised standard (for example CSA CCM version 3.0)|
|Penetration testing frequency||At least once a year|
|Penetration testing approach||Another external penetration testing organisation|
|Protecting data at rest||
|Data sanitisation process||No|
|Equipment disposal approach||A third-party destruction service|
Data importing and exporting
|Data export approach||
The service can be scheduled to export data and image files on a regular basis. Documents can be bulk uploaded in XLS, XML and CSV formats. Basware can support virtually any structured data format.
The service will export individual transactions either grouped into a batch or as separate invoice sets (content, image & attachments). The latter is the more common method of transfer.
These can be Zipped and signed as required.
|Data export formats||
|Other data export formats||XML|
|Data import formats||
|Other data import formats||XML|
|Data protection between buyer and supplier networks||
|Data protection within supplier network||
Availability and resilience
Basware consistently operate the Basware service to meet a target level of 99.9% of time during a combination of core and non-core hours (97.5% during the first month of service or following a major release). Further information included in Service Definition document.
This is underpinned by our SAAS SLA providing 99%/99.5% availability during core working hours.
|Approach to resilience||This information is available on request.|
Outages would be reported via email alerts. Scheduled Maintenance Windows Scheduled maintenance windows are required to allow for security updates, application upgrades and patching, addition of new hardware, etc. Basware reserves the right to specify the times of scheduled maintenance windows which will be targeted to be outside the hosting location's typical business working hours in order to keep the service interruption time for endusers close to zero. The scheduled maintenance windows may take place with 5 days notice. A maximum of two maintenance windows will be used in any month. During the maintenance window users will be informed of the unavailability of the service. For SaaS Three Customers only the notice period is extended to 10 days. Basware Analytics maintenance may take place with 5 days notice. A maximum of two maintenance windows will be used in any month. During the maintenance window users will be informed of the unavailability of the service.
Unscheduled Maintenance Windows: If unscheduled maintenance windows are required then 48 hours notice will be provided. If emergency repairs or updates are required, for example to apply security patches, then if the urgency is low enough 24 hours notice will be provided.
Identity and authentication
|User authentication needed||Yes|
|Access restrictions in management interfaces and support channels||
Basware systems are regulated by an approved access control system to control a user’s session prior to passing control to separate application software. The information systems access privileges of users must be defined based on their officially assigned roles.
Formal procedures are in place to control the allocation of access rights to information systems and services. The procedures cover all stages in the life-cycle of user access. Special attention is given to control the allocation of privileged access rights. There is a formal user registration and de-registration procedure for granting and revoking access to all information systems and services.
|Access restriction testing frequency||At least once a year|
|Management access authentication||
Audit information for users
|Access to user activity audit information||Users have access to real-time audit information|
|How long user audit data is stored for||User-defined|
|Access to supplier activity audit information||Users have access to real-time audit information|
|How long supplier audit data is stored for||User-defined|
|How long system logs are stored for||User-defined|
Standards and certifications
|ISO/IEC 27001 certification||No|
|ISO 28000:2007 certification||No|
|CSA STAR certification||No|
|Other security accreditations||No|
|Named board-level person responsible for service security||Yes|
|Security governance accreditation||Yes|
|Security governance standards||Other|
|Other security governance standards||ISAE-3402|
|Information security policies and processes||
Basware Information Security Policy describes the practices through which Basware assures its existing and future customers, partners and employees that their information is securely handled, stored and processed.
The Information Security Policy target is to comply with the ISO 27001 standards. The minimum target is to comply at all times with the local legal requirements.
Within the organisation, the Chief Financial Officer is responsible for the main policies concerning security, for its strategic steering and monitoring, and for the allocation of sufficient resources. In addition, Security Steering Group coordinates the overall security. Security Steering Group is chaired by the CFO.
|Configuration and change management standard||Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402|
|Configuration and change management approach||The Basware solution has been built to be managed by our customers and configuration changes would typically be carried out by the customer organisation. Basware's software as a service offering does not work on the approach that our customers are buying services from us for configuration changes. If Basware is required to make changes then a formal and documented change management process must be followed. Configuration changes are documented as change request tickets. Configuration changes are implemented only after authorisation by Basware. Application changes are tested in a QA environment and signed off before deployment to production.|
|Vulnerability management type||Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402|
|Vulnerability management approach||
Systems are scanned for vulnerabilities at regular intervals. Customer production systems are scanned weekly. Customer and internal IT production systems are scanned internally with privileged system credentials for:
Hard-to-find vulnerabilities and configuration errors, Installed software patches, and System configuration compliance against applicable benchmark standards.
Risks are recorded in a risk register. The risk assessment includes business impact assessment, threat assessment, and vulnerability assessment. Risk management includes risk mitigation actions, risk avoidance, risk transfer, and risk acceptance in full or in part. Risk mitigation may include preventive, reactive, and corrective actions. Reactive and corrective actions are triggered by risk realisation.
|Protective monitoring type||Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402|
|Protective monitoring approach||
If production systems and business applications generate security events, for example both successful and failed instances of:
User logon and logoff, changes in privileges, such as user and access management, software changes and removal, system and application configuration changes, and significant system events.
Create, read, update, and delete access on customer data is monitored. Exceptional access (outside of standard data flow) generates security events.
|Incident management type||Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402|
|Incident management approach||
Production environments are monitored for incidents and failures and incident tickets are opened for anomalies. Monitoring includes internal and external performance. Production environment activity is monitored by reviewing most common system and application log events in weekly meetings. Event logs are collected and stored.
A service level agreement (SLA) for service availability and performance is in place. Performance against the SLA is monitored and measured.
|Approach to secure software development best practice||Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)|
Public sector networks
|Connection to public sector networks||No|
|Price||£2.02 per unit|
|Discount for educational organisations||No|
|Free trial available||No|
|Pricing document||View uploaded document|
|Skills Framework for the Information Age rate card||View uploaded document|
|Service definition document||View uploaded document|
|Terms and conditions document||View uploaded document|